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The Receivables Summary displays unpaid invoices with status Actual, Pending, or Posted, divided into user-specified age periods. You can remit reminder or collection letters directly from the list.
In the Financials module center 
, under Quick Links, click Receivables Summary.
- The Action column contains links for the following actions. To open the document, click the link.
- Summary: View a summary message that displays both the number of days overdue and whether a collection letter is needed.
- View: Open the Transaction Data Entry form for the transaction.
- Remind: Send a collection letter to those with an outstanding balance. The system does not currently support automatically sending reminders.
- Review: Open the invoice to approve, approve and post, or reject.
- Details (when configuration flag Enable Receivable Status is enabled): Open the Receivable Details form.
- Notes (when configuration flag Enable Invoice Notes is enabled): Log Invoice Actions.
- The Invoice Number column contains links to open the relevant invoices as they were created in Operations.
- The Aging Group column takes information from the Invoice Due Date column. The system requires both of these columns to be selected in the Receivables Summary list in order for the Aging Group column to display the expected results.
Approving, Posting, or Rejecting Invoices
To review an invoice for approval (if you have rights), click Review in the Action column.
In the invoice, do one of the following:
- Click
and then enter a Comment, if required. - Click
and then enter a Comment, if required. The Transaction Data Entry form or Journal Entry form opens, so you can post immediately. - Click
and then enter a Comment that tells the reason for the rejection.
List Functions
The Receivables Summary is a standard IMOS list, so you can sort it, filter it, do a Quick Search, and create custom Views for it. You can use logical operations to filter particular columns in the list.
Related Configuration Flags
| Name/Flag | Description |
|---|
Aging Bucket 0–
Aging Bucket 3
CFGActAgingBucket0–
CFGActAgingBucket3 | Sets the size of the periods for the Accounts Payables/Receivable report by Aging Analysis; an Invoice Age (Group) column can then be selected on the Receivables Summary. The default is 0, 1-30, 31-60, 61-90, and 91+ days. |
Enable Invoice Notes
CFGEnableInvoiceNotes
| Adds an Invoice Action log to record follow-up activities for each invoice, where you can record past or future actions relating to the payment collection process. Also adds a Notes link to the Action column of the Receivables and Payables Summaries. |
Pay Rec Summary Obey Amount Sign
CFGPayRecSummaryObeyAmountSign
| Adds an Invoice AP/AR column to the Receivables and Payables Summaries. |
Invoice Approvals by Type
CFGInvoiceApprovalsByType
| Specifies whether the control of invoice approval by type is enabled or not; adds an Invoice Approval Types control list to the Object Rights tab in Security, to grant users rights to approve specific types of invoices. On the Approve Invoices List and Transaction Summary, if a user does not have approval rights for an invoice type, the Review link will not be available for those invoices. |
Invoice Postings by Type
CFGInvoicePostingsByType
| Specifies whether the control of invoice posting by type is enabled or not; adds an Invoice Posting Types control list to the Object Rights tab in Security, to grant users rights to post specific types of invoices. On the Post Invoices List and Transaction Summary, if a user does not have posting rights for an invoice type, the Post link will not be available for those invoices. |
Invoice Rejects by Type
CFGInvoiceRejectsByType
| Add Security Object Rights to reject specific invoice types per user/group. |
Invoice Reversals by Type
CFGInvoiceReversalsByType
| Specifies whether the control of invoice reversal by type is enabled or not. When enabled, on the Object Rights tab in Security, an Invoice Reversal Types control list is added to grant users rights to reverse specific types of invoices. |
Enable Receivable Status
CFGEnableReceivableStatus
| Enables Legal Specialist (as defined on the Receivable Details form) and Receivable Status tracking in the Receivables Summary. |
Enable Invoice Accrual Percentage
CFGEnableInvoiceAccrualPercentage
| When enabled, an Accrual % field appears and can be used to anticipate bad debt on the following receivable invoices: Freight Invoice, Claim Invoice, Time Charter Billing, Voyage Other Revenue, and Voyage Expenses Rebill. - Accrual % defaults to blank. Blank is interpreted as 100%. You can manually set Accrual % to any value greater than 0.
- An Update button appears so that you can modify Accrual % on invoices that are posted; prior to posting, you can save the invoice to update its Accrual %.
- The Accrual % value has no affect on posting; the full invoice amount is always posted.
On the Voyage P&L: On Monthly Accruals, for invoices with Accrual % less than or greater than 100, the amount accrued = original invoice amount less provision for bad debt. |
Auto Adjust Accrual Percentage
CFGAutoAdjustAccrualPercentage
| Applies only when CFGEnableInvoiceAccrualPercentage is enabled; as invoice payments are received, the invoice Accrual % is automatically evaluated and increased when necessary to ensure that the sum of payments is not greater than the accrual amount. |
Enable Actions for Non Posted Invoices
CFGEnableActionsForNonPostedInvoices | If enabled, the Invoice Actions grid in the Receivables Summary and Payables Summary is enabled even for invoices that have not yet been posted. |
Lock Financial Invoice After Approval
CFGLockFinancialInvoiceAfterApproval
| When enabled, no further changes can be made to the Financials invoice (Transaction Data Entry form) after the invoice has been approved. The invoice can still go through a subsequent approval process, or be rejected, but no data can be changed. |